You are now prepared to dictate or write your letter and your next step is to decide what you will say in that all-important first paragraph. Many executives complain that this is the most difficult task and where they lose a lot time. Actually, the problem is minor if you have though about what want to say and have all necessary data available.
In a good business letter, your first paragraph should accomplish the following two purposes:
1. Inform the reader what the letter is about.
2. Make a favourable impression on him.
There is no reason why the recipient of your letter must scan through two or three paragraphs before he finds out what your letter is about. It is also important that the reader receives a favourable impression immediately. The attitude he forms as he reads your first paragraph will most likely affect his reception of the remainder of the letter.
The body of your letter is where you expand your main theme and where you include all data that help to prove your points. The final paragraph is important because this is where you tell your reader what you want from him. You have outlined your case, supported it with data and now you must clearly state what these facts prove and what is expected of the reader.
As with every human end over ''Practice makes a man perfect, so too with letter writing. If you follow this outline you will find, before too many weeks have passed that your letter will take on a new polish. Of course, the final judgment of any letter will always be did it satisfactorily accomplish the purpose it was written for?
Busy executives often develop from letters that are supposed to bundle certain types of inquiries. This practice is acceptable to a limited degree but the use of from letter should only be undertaken after a careful study.